Project Coordinator

Position Overview

The Project Coordinator plays a pivotal role in ensuring the seamless execution of site-based operations by overseeing administrative, logistical, and compliance-related activities. Reporting directly to the Head of Regional Projects in KSA, this position is responsible for coordinating a wide range of tasks, including office infrastructure management, equipment procurement, personnel support, and financial record-keeping. The ideal candidate will collaborate closely with the Outage Manager and site personnel to ensure accurate documentation, adherence to safety protocols, and efficient workflows. This role demands a high level of organizational acumen, attention to detail, and the ability to manage multiple priorities under pressure.

Key Responsibilities

The Project Coordinator will be entrusted with the following core responsibilities:

• Administrative Support: Provide comprehensive administrative assistance to the site management team, including the General Manager (Service), Outage Managers, and Field Service Engineers. This includes managing end-user requirements, creating Purchase Requests (PRs), obtaining approvals, and processing Goods Receipts (GRs) or Service Entry Sheets (SESs) upon order completion.
• Logistics and Compliance Coordination:
  • Issue gate passes and Personal Protective Equipment (PPE) to personnel.
  • Coordinate hotel and transport arrangements, as well as meal provisions for site staff.
  • Manage subcontracts, including time sheets, HSE/PPE compliance, gate passes, and PPE distribution.
  • Address emergency procurement needs through petty cash for tools, consumables, or other essentials.
• Documentation and Reporting:
  • Ensure all protocol sheets are completed, recorded, and archived for outage reports.
  • Verify that method statements and risk assessments are distributed and adhered to for daily tasks.
  • Retrieve and distribute technical drawings or specifications from archives to the team.
  • Communicate new or revised documentation to the Information Management System (IMS) for future reference.
  • Submit daily progress reports to the plant and maintain a comprehensive archive of all outage-related documentation.
• Commercial and Procedural Oversight:
  • Act as a liaison between the Outage Manager and the plant, addressing any out-of-scope work requests and ensuring adherence to commercial procedures.
  • Provide general administrative support to the Outage Manager, enabling them to focus on site operations.
• Site Office Services: Oversee the functionality of site office services, including Wi-Fi, printers, and office supplies.
• Workshop and Travel Coordination: Ensure compliance with in-country state regulations, including arranging flights and transfers for personnel as required.

Policies, Processes, and Compliance

The Project Coordinator must adhere to all relevant organizational and departmental policies, processes, and standard operating procedures to maintain consistency and high standards in all activities. This includes strict compliance with health, safety, security, and environmental protocols to safeguard employees and ensure environmental responsibility.

Qualifications and Competencies

To excel in this role, candidates must meet the following minimum requirements:

• Education: A Bachelor’s degree in Engineering or a related field.
• Experience: A minimum of 2 years of relevant experience in a similar role, preferably within a project coordination, administrative, or field service environment.
• Skills and Attributes:
  • Exceptional communication skills, both written and verbal, to interact effectively with stakeholders at all levels.
  • Strong organizational and planning abilities to manage multiple tasks and deadlines efficiently.
  • Proficiency in computer literacy, including familiarity with office software and project management tools.
  • Resilience and the capacity to work under pressure in dynamic and fast-paced environments.
  • Fluency in both Arabic and English is essential to facilitate seamless communication across diverse teams.